4.6 - Academic and Professional Progress

Updated: 8/11/2023

The College of Dentistry uses a progressive 3-tier system of reviewing and making decisions regarding the advancement of students: 1) the individual course director; 2) the Periodic Assessment Committee (PAC); and 3) the Dean of the College of Dentistry.

Periodic Assessment Committees: The function of the Periodic Assessment Committees (PACs) is to assess the academic progress and professionalism of each student in the context of published University of Oklahoma Health Sciences Center progression policies, College of Dentistry academic progression policies, and documentation of completion of course requirements as specified in the syllabi as well as the student’s overall transcript. These assessments shall result in recommendations from the PAC to the Dean of the College of Dentistry pertaining to students’ advancement in the program, and may include:

Advance to the next semester in good standing
Advance to the next semester on academic probation
Repeat the year or a portion thereof, or
Dismissal from the College.

PACs may also suggest, but are not required to suggest, departmental and/or administrative counseling.

There is a PAC for each class of dental and dental hygiene students. Each PAC shall meet at the mid-term mark and following the deadline for end-of-term grades. The Dean appoints PAC chairs annually. The PAC for each class is composed of the department chairs, the course directors from all courses that have been offered in the particular semester in which students are being evaluated, the Dean for Clinical Affairs and the Dean for Research. If s/he is not serving as chair of the Dental Hygiene PAC(s), the Dental Hygiene Program Director shall be an ex officio member of these PACs only. The Dean for Academic Affairs, Dean for Student Affairs, and the Director of Student Services are ex officio members of all PACs without vote.

The Dean for Academic Affairs will schedule meetings. A 50% quorum is required for decisions or actions to be official, and recommendations on students’ status are based on a 2/3 vote of those present. If a department chair or course director cannot attend the meeting, s/he is responsible for designating an alternate who must be approved by the chair of the PAC to attend in his or her place. The Office of the Dean for Academic Affairs shall provide administrative support to the PAC.

4.6.1 - Professional Dress CodeUpdated: 4/16/2020

The University of Oklahoma College of Dentistry (COD) brings workforce members (employees, faculty, students, volunteers, trainees, etc.), patients, and visitors together for the purposes of patient care, education, and research. The healthcare provider/patient relationship is a cornerstone of your future professional career. The COD appreciates that clinical, educational, and research experiences can be influenced by the personal appearance and demeanor of all members of our college community. The confidence and trust of our patients are directly and indirectly influenced by their assessment of professional decorum, conduct, attitude, and personal appearance. The conduct and appearance of all workforce members also form a major part of the collective impression outside of the provision of care -- including alumni, legislators, foreign dignitaries, visiting professors, and others who visit the College of Dentistry. It is incumbent on all of us in the college community to conduct ourselves with dignity, responsibility, and respect for others and to maintain appropriate dress and a well-groomed professional appearance in accordance with the guidelines set forth by the COD.

Proper dress and a well-groomed professional appearance also reflect current infection prevention and safety guidelines recommended by the Centers for Disease Control and Prevention (CDC) and enforced by the Occupational Safety and Health Administration (OSHA). College guidelines for appearance and attire reinforce our commitment to all current federal, state, and local regulations as part of an ongoing effort and responsibility to maintain the safest, most contemporary learning and clinical environment possible for our patients and workforce members. These guidelines are reviewed and updated as needed by the COD Health and Safety Committee.

College of Dentistry allows self-expression through personal appearance unless it conflicts with a workforce member's ability to perform their duties effectively or it is regarded as offensive or harassing towards others in the college community, including patients and guests.

All workforce members must comply with the Clinical and Professional Appearance and Dress Code policy. Since patient care is delivered throughout the year, it is important to maintain a professional appearance during college business hours, Monday through Friday from 7:30 am to 5:30 pm, as well as, during college-approved activities, for example, Kid’s Day and Veteran’s Day events. This operating procedure applies to all College of Dentistry facilities as well as all affiliated external sites. When workforce members are at affiliated external sites, should there be differences in policies, they must comply with the site’s policies and procedures, including those related to professional appearance and attire.

General Appearance:

All students must comply with the following guidelines for professional appearance and attire during business hours.

Professional Appearance:

Hair should be clean, well-groomed, and of a neutral or natural color.
Men must be clean-shaven or beards and mustaches must be clean, neatly trimmed, and well groomed.
Personal body hygiene is required so that offensive body odor is avoided.

Professional Dress Code:

Business casual: dress slacks, skirts or dresses of appropriate length, polo-style shirts, shirts with collars, and blouses with long or short sleeves.
Shoes: most types of shoes are acceptable as long as they are clean and presentable.
OUCOD ID badge: must be visible and worn above the waist, at all times.

Unacceptable or not permitted:

Clothing: bare midriffs, exposed undergarments, improperly fitted clothing, baseball caps or other hats, T-shirts with inappropriate content, rubber flip-flops, jeans with tears or designer holes, yoga pants or work-out attire, and sweats.

Tattoos: obscene images and/or are offensive based on gender, race, sexuality, or religion, or that have yielded patient or employee complaints must always be covered.

Jewelry: must not present a safety hazard or interfere with job responsibilities.

4.6.2 - Professional Concerns Report Updated: 8/19/2020

The College of Dentistry is charged with educating the dental student in a manner which allows that student to matriculate into the profession of dentistry. However, academic and clinical situations can arise which brings into question the ethics, integrity, or abilities of the student.

The Professionalism Concerns Report is prepared when a student exhibits behavior not consistent with the OUHSC Student Professional Behavior in an Academic Program Policy. It is intended to assist the student in meeting professionalism expectations in academic, professional or administrative settings. Improvement in the area(s) below is needed in order to meet the standards of professionalism inherent in being a dentist or dental hygienist:

Integrity & Honesty
Patient-Centered Care & Patient Safety
Respect
Service & Working within the Team
Responsibility
Responsiveness, Adaptability, & Self-Improvement

PCRs are filed with the Dean of Student Affairs and becomes part of the student file.

Outcomes in these situations will be consistent with published university policy (see OUHSC Faculty Handbook, Appendix C - Student Professional Behavior in an Academic Setting.)

4.6.3 - Skills Development Report Updated: 8/11/2023

The Skills Development Report is prepared when a student exhibits performance concerns that do not meet pre-clinical and/or clinical expectations outlined in course syllabi. It is intended to assist the student in meeting expectations, progressing in pre-clinical and/or clinical settings, and includes a course of action plan. Improvement in the area(s) noted below is needed in order to meet the expected standards of progress towards being a dentist or dental hygienist.

Nature of Concern(s):

The student does not exhibit the skills expected at this stage in their education.
The student does not follow instructions.
The student repeatedly did not demonstrate awareness of his/her own deficiencies and/or willingness to seek help.
The student resisted adopting recommendations from faculty or others to improve learning or performance.
The student did not correct their errors when they were brought to their attention.
Other reasons at the discretion of pre-clinical and clinical course directors where a student does not meet expectations.

This report goes to the Dean of Clinical Affairs and is discussed as part of student progress at the Periodic Assessment Committee meetings.

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